Operations Coordinator

Axle; Bethesda (MD); On-site; USD 60,000 - 65,000; Full time

Benefits offered by this job

Paid Time Off and Paid Holidays

401K match up to 5%

Educational Benefits for Career Growth

Employee Referral Bonus

Flexible Spending Accounts: Healthcare

Parking Reimbursement Account (PRK)

Dependent Care Assistant Program (DCAP

Transportation Reimbursement Account (

Job summary

Axle in Bethesda, MD is seeking an Executive Operations Coordinator to provide comprehensive administrative and operational support to senior leadership. You will manage complex calendars, coordinate meetings and travel, and drive process improvements to boost organizational efficiency.

Core responsibilities include executive communications, meeting planning, minutes, agendas, and prep materials; supervising special projects; and serving as the primary liaison with internal and external partners

Qualifications

• Minimum five years supporting senior executives in a complex environment.
• Experience coordinating executive calendars with numerous stakeholders.
• Proven skill in preparing executive correspondence, summaries, and briefing materials.
• Experience developing presentations, reports, and tracking systems.
• Ability to handle confidential information with discretion.

Responsibilities

• Executive calendar management for one or more principals with shifting priorities.
• Coordinate internal and external senior-leader meetings and logistics.
• Prepare daily/weekly calendar briefings and logistics requirements.
• Coordinate conference rooms, hybrid meeting logistics and platforms.
• Draft, edit, and transmit executive correspondence and requests.
• Develop meeting intake processes, templates, and tracking systems.
• Attend meetings to record minutes and summarize actions.
• Prepare agendas, briefing materials, and attendee lists.
• Travel coordination and liaison with stakeholders.
• Coordinate special projects, timelines, and documentation.
• Develop SOPs, workflows, and guidance to improve efficiency.
• Maintain administrative files and dashboards; support leadership with reporting.

Skills

Executive calendar management

Executive communications and

Meeting planning coordination

Meeting minutes and summaries

Organizational planning

Project coordination

Process improvement

Relationship management

Executive briefing preparation

Analytical and problem-solving

Records management

Education

Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.

Four (4) years of executive support experience may substitute for a bachelor's degree

Tools

Microsoft Outlook, Teams, Word, Excel, PowerPoint

SharePoint

Adobe Acrobat

Job description

Axle is a bioscience and information technology company that offers advancements in translational research, biomedical informatics, and data science applications to research centers and healthcare organizations nationally and abroad. With experts in biomedical science, software engineering, and program management, we focus on developing and applying research tools and techniques to empower decision-making and accelerate research discoveries. We work with some of the top research organizations and facilities in the country including multiple institutes at the National Institutes of Health (NIH).

Benefits We Offer:

• Paid Time Off and Paid Holidays
• 401K match up to 5%
• Educational Benefits for Career Growth
• Employee Referral Bonus
• Flexible Spending Accounts:
  • Healthcare (FSA)
  • Parking Reimbursement Account (PRK)
  • Dependent Care Assistant Program (DCAP)
  • Transportation Reimbursement Account (TRN)

Position Summary

The Executive Operations Coordinator provides comprehensive administrative and operational support to senior executive leadership. This role manages complex calendars, facilitates clear and timely communications, coordinates meetings and logistics, supports special projects, and drives process improvements that enhance overall organizational efficiency.

Scope of Work

The Coordinator independently furnishes the administrative expertise, coordination, and follow-through needed to support one or more executive principals. Core areas of responsibility include:

• Managing complex executive calendars, including scheduling, rescheduling, and prioritizing meetings as organizational priorities shift.
• Facilitating executive communications and correspondence on behalf of leadership.
• Coordinating meeting logistics, from initial request through completion, and preparing supporting materials.
• Independently managing special projects assigned by executive leadership.
• Identifying and implementing process improvements to enhance operational efficiency.
• Providing travel coordination support as needed.
• Serving as the primary administrative point of contact, ensuring all activities comply with applicable standards and guidelines.

Key Responsibilities

Executive Calendar Management

• Manage complex executive calendars for one or more principals, including scheduling, rescheduling, and prioritizing meetings based on changing organizational priorities.
• Coordinate internal and external meetings involving senior leadership, partner organizations, and other stakeholders.
• Evaluate scheduling conflicts and independently recommend solutions to maximize executive efficiency.
• Prepare daily and weekly calendar briefings, ensuring principals are informed of schedule changes and logistical requirements.
• Coordinate conference rooms, virtual meeting platforms, and hybrid meeting logistics.

Executive Communications

• Draft, edit, and transmit correspondence on behalf of principals, including meeting requests, information requests, and follow-up communications.
• Monitor incoming requests requiring executive attention, route inquiries to appropriate staff, and track responses to ensure timely follow-up.
• Develop standardized communication templates to improve consistency and efficiency.

Meeting Coordination and Executive Operations

• Develop and maintain standardized meeting intake processes, templates, and tracking systems.
• Coordinate meeting logistics from initial request through completion.
• Prepare meeting agendas, briefing materials, attendee lists, biographies, and supporting documentation.
• Attend meetings as requested to record minutes, summarize discussions, capture action items, and monitor follow-up activities.
• Prepare meeting summaries and distribute action items to participants.

Executive Accompaniment and On-Site Coordination

• Accompany principals to meetings as requested to provide logistical coordination, ensure schedule adherence, and facilitate transitions between meetings.
• Coordinate last-minute schedule adjustments while principals are engaged in meetings.
• Serve as liaison between executive leadership and meeting organizers regarding timing, logistics, and required materials.

Operational Coordination and Special Projects

• Independently coordinate special projects assigned by executive leadership, which may include developing project plans and timelines, coordinating meetings and workgroups, and preparing agendas and briefing materials.
• Prepare presentations, spreadsheets, reports, dashboards, and tracking documents.
• Conduct research and compile information from multiple sources.
• Monitor project milestones and follow up on outstanding actions.
• Maintain project documentation and provide status updates to executive leadership.

Process Improvement and Organizational Effectiveness

• Proactively identify opportunities to improve administrative and operational processes.
• Develop and maintain Standard Operating Procedures (SOPs), workflows, templates, and guidance documents that improve organizational efficiency.
• Recommend improvements to scheduling practices, communications, information management, and meeting coordination.
• Develop tracking systems for recurring organizational activities and executive priorities.

Relationship Management and Organizational Coordination

• Develop and maintain collaborative working relationships across the organization and with external partners to facilitate efficient coordination of executive activities.
• Serve as a primary administrative point of contact for executive scheduling and operational coordination.
• Coordinate with other leadership offices to resolve scheduling conflicts and facilitate executive engagements.

Travel Coordination

• Coordinate executive travel as required, including preparation of itineraries, travel summaries, agendas, and supporting documentation.
• Coordinate travel logistics with appropriate administrative offices.

Administrative Support

• Maintain administrative files, electronic records, correspondence, and tracking systems.
• Develop spreadsheets to analyze operational data.
• Create and maintain presentations, reports, briefing books, and other presentation materials.
• Coordinate printing, scanning, electronic document management, and records retention activities.
• Maintain administrative databases and tracking systems.
• Perform other administrative and operational duties consistent with executive support services.

Qualifications

Education & Certifications

• Bachelor's degree in Business Administration, Public Administration, Communications, Healthcare Administration, or a related field preferred.
• Four (4) years of progressively responsible executive administrative support experience may substitute for a bachelor's degree.

Experience

• Minimum of five (5) years supporting senior executives or executive leadership in a complex organizational environment.
• Demonstrated experience managing multiple competing priorities with minimal supervision.
• Experience coordinating executive calendars involving numerous internal and external stakeholders.
• Experience preparing executive correspondence, meeting summaries, and briefing materials.
• Experience developing presentations, spreadsheets, reports, and tracking systems.
• Experience handling confidential and sensitive information while exercising sound judgment and discretion.
• Experience improving business processes and developing administrative procedures.

Skills

• Executive calendar management
• Executive communications and correspondence
• Meeting planning, coordination, and facilitation
• Meeting minutes and executive summaries
• Organizational planning and prioritization
• Project coordination
• Process improvement and SOP development
• Relationship management and customer service
• Executive briefing preparation
• Analytical and problem-solving skills
• Records management

Software & Tools

• Microsoft Outlook, Teams, Word, Excel, and PowerPoint
• SharePoint
• Adobe Acrobat
• Other standard administrative and productivity systems as required

Disclaimer:

The above description is meant to illustrate the general nature of work and level of effort being performed by individuals assigned to this position or job description. This is not restricted as a complete list of all skills, responsibilities, duties, and/or assignments required. Individuals may be required to perform duties outside of their position, job description or responsibilities as needed.

The diversity of Axle’s employees is a tremendous asset. We are firmly committed to providing equal opportunity in all aspects of employment and will not tolerate any illegal discrimination or harassment based on age, race, gender, religion, national origin, disability, marital status, covered veteran status, sexual orientation, status with respect to public assistance, and other characteristics protected under state, federal, or local law and to deter those who aid, abet, or induce discrimination or coerce others to discriminate.

Accessibility: If you need an accommodation as part of the employment process please contact: [e-mail]

Salary Range

$60,000 - $65,000 USD